Coordinate resourcing (including with outsourced service providers) to prepare for and manage high quality, engaging events for a wide range of external audiences, including medical education summits, advisory boards, international congresses, and commercial customers. Provide excellence in customer service, as well as expertise and advice regarding stakeholder engagement planning, and provide communication support for engagement with external stakeholders. Coordinate and manage large or significant internal events for Biogen ANZ affiliate.

1. Events Management  (External & Large scale Internal)50%

• Provide event management expertise, including for virtual/hybrid events to all of Biogen ANZ affiliate
• Partner with relevant agency for outsourced event management assistance where required. Preferred vendor set up if required
• Manage event logistics (e.g. location, most appropriate virtual platform for online events, design of the event, event registration site(s), etc.)
• Distribute key communications to presenters and attendees where needed
• Provide, or coordinate, technical support for presenters and attendees
• Provide event management on the day, e.g. managing run sheets, coordinating / prepping speakers, etc.
• Manage event budget
• ESE coordinator, Post event follow up & closure documentation
• If required, provide advice and logistical support to service partners or providers that are providing outsourced event management services
• Provide excellence in customer service to ensure superior end to end customer experience for every event.
• Schedule, plan, and coordinate logistics for large or significant internal Biogen ANZ affiliate events in collaboration with internal stakeholders, e.g Kick-off meeting, cycle meetings.

2. Sponsorships 15%

• Lead the co-ordination and approval process of sponsorship requests.
• With lead sponsor, ensure all documentation is available and ready for review during the sponsorship meeting
• Prepare agreements, contracts and corresponds with relevant sponsors while coordinating approvals.

3. CRM & Incentive planning 15%

• Veeva CRM system management
• Incentive planning & calculation

4. International Congress Planning & Logistics 10%

• Coordinate approval for attendees at International Congress
• Organise travel and accommodation for International Congress for customers
• Provide budget management support for International Congress

5. Backup and Support to the EA 10%

• As part of the coordinators team, the Executive Assistant will work with you to ensure there is appropriate coverage of reception, phone, mail and general office duties coverage at all times, ensuring the office runs smoothly and business continuity is maintained at all times during core office hours. This role will be a back up to the other roles within the Coordinator Team with any ad hoc projects when necessary.
• Back up for issuing POs when required.

Requirements

• Self-motivated with ability to manage competing priorities, work flow and team
• Excellent communication skills - both written and verbal
• Knowledge and skilled Microsoft Office applications (advance for all applications)
• Ability to plan, organise and prioritise effectively
• Ability to build relationships and communicate across all levels of the organisation, external provides and stakeholders
• Commercial acumen and budget planning
• Proficient stakeholder management and negotiation skills
• Event system management platforms
• Virtual event registration systems and digital event asset knowledge
• Experience within the Biotech/Pharma industry
• Self-motivated with ability to manage competing priorities, work flow and team
• Excellent communication skills - both written and verbal
• Knowledge and skilled Microsoft Office applications (advance for all applications)
• Ability to plan, organise and prioritise effectively
• Ability to build relationships and communicate across all levels of the organisation, external provides and stakeholders
• Commercial acumen and budget planning
• Proficient stakeholder management and negotiation skills
• Event system management platforms
• Virtual event registration systems and digital event asset knowledge
• Experience within the Biotech/Pharma industry
• TAFE diploma or University degree in business, events management, or related field 
• 6+ years’ experience in an events management field

• 2+ years’ experience within the Biotech/Pharma industry

• Experience in PA and/or conference planning desirable

 

Job Level: Professional